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TENDER MANAGEMENT SYSTEM FOR JKR BESUT
IKRAM HAKIMI BIN MOHD ZAKI
UNIVERSITI TEKNIKAL MALAYSIA MELAKA
TENDER MANAGEMENT SYSTEM FOR JKR BESUT
IKRAM HAKIMI BIN MOHD ZAKI
This report is submitted in partial fulfillment of the requirements for the
Bachelor of Computer Science (Software Development)
FACULTY OF INFORMATION AND COMMUNICATION TECHNOLOGY
UNIVERSITI TEKNIKAL MALA YSIA MELAKA
2008
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DECLARATION
I hereby declare that this project report entitled
TENDER MANAGEMENT SYSTEM FOR JKR BESUT
is written by me and is my own effort and that no part has been plagiarized without
citations.
STUDENT Date: 21 Nov 2008
SUPERVISOR: tl# (INTAN E~HANI BINT! ABO. JALIL)
Date: 21 Nov 2008
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DEDICATION
To my beloved parents, family, friends and well-wishers for all of your support and
inspiration ...
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ACKNOWLEDGEMENTS
Alhamdulillah, praises to be the Lord, Allah S.W.T for His blessing and
mercy I am capable to complete this Projek Sarjana Muda (PSM) as it is. My great
appreciation goes to my parents, Mohd Zaki bin Mustapha and Che Norlida binti
Zakaria" who taught me the value of education and their never-ending love and support
in all my efforts.
In particular, I wish to express my heartfelt gratitude and sincere appreciation to
my PSM supervisor, Miss Intan Ermahani Binti Abd. Jalil, for encouragement, guidance,
critics and friendship. Without her continued support and interest, the project would not
have been the same as presented here.
Last but not least, my sincere appreciation also extends to all my friends -
formally and informally - the words of encouragement and the tremendous amount of
goodwill. My spirits were sustained by their sympathy in the most frustrating moments
and by their sharing of my joy whenever I completed a chapter.
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ABSTRACT
The Tender Management System for JKR Besut is an application that provides the
tender advertising and infonnation, and bid submissions by the contractor especially in F
class group. The Jabatan Kerja Raya (JKR) Management is responsible to upload the
tender infonnation for contractor to view by browsing it. The engineer is able to review
the bid submission record and has a privilege to approve or reject the bid. From the
functions stated above, the application requires three access levels to manage the system
which are administrator, contractor, registrar and engineer. The web application is
developed by using PHP as a programming language. The database for this system is
built using MySQL. The system also contributes toward solving the tender process
become easier with those functions applied.
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ABSTRAK
Tender Management System for JKR Besut adalah merupakan satu aplikasi yang
menyediakan informasi sebutharga dan tawam sebutharga daripada golongan kontraktor
kelas F. Jabatan KeIja Raya (JKR) Managements bertanggungjawab dalam menyediakan
informasi sebutharga untuk golongan kontraktor tersebut. Jurutera berpotensi untuk
memaparkan rekod penghantaran bid dan mempunyai keutamaan untuk menerima atau
menolak tawaran. Aplikasi ini memerlukan tiga aras pengguna iaitu administrator,
kontraktor dan jurutera. Sistem aplikasi ini juga dibangunkan dengan menggunakan PHP
sebagai bahasa aturcara. Pangkalan data yang digunakan pula ialah MySQL. Sistem ini
berpeluang untuk memudabkan pemprosesan sebutbarga tender dengan adanya fungsi
yang diguna pakai.
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TABLE OF CONTENTS
CHAPTER SUBJECT PAGE
CHAPTER I INTRODUCTION
1.1 Project Background 1
1.2 Problem Statement 2
1.2.1 Lack of proper infonnation management 2
1.2.2 Traditional record keeping
and paper-based application 2
1.2.3 Tender bidding process 2
1.3 Goal Statement and Objective 3
1.3.1 Goal 3
1.3.2 Objective 3
1.3.2.1 To create a good infonnation system 3
1.3.2.2 Computerized record management 3
1.3.2.3 Decision Support System
for tender bidding process 4
1.4 Scope 5
1.4.1 Data 5
1.4.2 Functionality 5
1.4.2.1 User Friendly 5
1.4.2.2 Security 5
1.4.3 Target User 6
1.5 Project Significant 6
1.6 Expected Output 7
1.7 Conclusion 7
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CHAPTER II LITERATURE REVIEW AND PROJECT METHODOLOGY
2.1 Introduction 8
2.2 Facts and Findings 9
2.2.1 Domain 11
2.2.2 Existing System 12
2.2.2.1 Case Study 1 12
2.2.2.2 Case Study 2 13
2.2.3 Project Methodology 14
2.3 Project Methodology 15
2.4 Project Requirement 17
2.4.1 Software Requirements 17
2.4.2 Hardware requirements 17
2.4.3 Other Requirements 18
2.5 Project Schedule and Milestones 18
2.6 Conclusion 20
CHAPTER 111 ANALYSIS
3.1 Introduction 21
3.2 Problem Analysis 22
3.2.1 Current System Analysis 22
3.2.1.1 Manual and paper-based system 22
3.2.1.2 Infonnation management 23
3.2.1.3 Bidding Process 23
3.2.2 Detailed Problem Statement 23
3.2.2.1 Data Insecurity 23
3.2.2.2 Data Inconsistency 24
3.2.2.3 Convoluted in Searching 24
3.2.2.4 Excessive Manual Records 25
3.2.2.5 Inefficient Data Updates 25
3.2.3 To-Be System Analysis 25
3.2.3.1 Use case View 26
3.2.3.2 Business Flow
3.2.3.3 Requirement Analysis
3.2.4 Data Requirement
3.2.5 Functional Requirement
3.2.6 Non-Functional Requirement
3.2.7 Others Requirement
3.2.7.1 Software Requirement
3.2.7.2 Hardware Requirement
3.2.7.3 Network Requirement
3.3 Conclusion
CHAPTER IV DESIGN
4.1 Introduction
4.2 High-Level Design
4.2.1 System Architecture
4.2.2 User Interface Design
4.2.2.1 Navigation Design
4.2.2.2 Input Design
4.2.2.3 Output Design
4.2.3 Database Design
4.2.3.1 Conceptual and Logical Database Design
4.2.3.2 Logical Database Design
4.2.3.3 Database Selection
4.3 Detailed Design
4.3.1 Software Design
4.4 Conclusion
CHAPTER V IMPLEMENTATION
5.1 Introduction
5.2 Software Development Environment setup
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5.2.1 Software, Hardware,
and Network Environment Setup 65
5.3 Software Configuration Management 65
5.3.1 Configuration Environment Setup 65
5.3 .1.1 AppServ Configuration 66
5.3.1.2 MySQL server Configuration 67
5.3.2 Version Control Procedure 67
5.4 Implementation Status 69
5.5 Conclusion 70
CHAPTER VI TESTING
6.1 Introduction 71
6.2 Test Plan 71
6.2.1 Test Organization 71
6.2.2 Test Environment 73
6.2.3 Test Schedule 74
6.2.3.1 Black-Box Testing 74
6.2.3.2 Usability Testing 74
6.3 Test Strategy 75
6.4 Black-Box Test Design 76
6.4.1 Test description and Test Data 76
6.4.2 Test Result and Analysis 83
6.5 Web Usability Testing 87
6.5.1 Test Description and Test Data 87
6.5.2 Test Results and Analysis 88
6.6 Conclusion 89
CHAPTER VII CONCLUSION
7.1
REFERENCES
APPENDICES
7.2
7.3
7.4
7.5
Observation Weakness and Strengths
Strength
Weakness
Propositions for Improvement
Conclusion
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Xlll
LIST OF FIGURES
FIGURES TITLE PAGE
2.1 www.lelong.com.my 12
2.2 www.lelong.com.my 13
3.1 Use Case Diagram 27
3.4 Sequence Diagram for Requester (Engineer) Operation 30
3.5 Sequence Diagram for Requester (Administrator) Operation 31
3.6 Sequence Diagram for Requester (Contractor) Operation 32
3.7 Sequence Diagram for Requester (Tender Registrar) Operation 33
3.8 Flowchart for Tender Bidding Process 3S
3.9 Flowchart for Tender Evaluation Process 36
4.1 TMS System Architecture 46
4.2 Navigation design for TMS 49
4.3 ERDforTMS 53
5.1 Software Development Environment for TMS 64
5.2 Apache Web Server configure screen 6
5.3 MySQL Database configure screen 67
6.1 Rating for TMS interface Design 88
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LIST OF TABLES
TABLES TITLE PAGE
2.1 Phase and activities of OOAD 16
2.2 Milestone for Projek Sarjana Muda 18
3.1 Actors of the TMS 26
3.2 Functional requirement 39
3.3 Non-functional requirement 40
3.4 Other Requirement 41
3.5 Hardware Requirement 42
3.6 Network Requirement 42
4.1 Output design system 50
5.1 Server, client and hardware requirement 65
5.2 Version control Procedure 68
S.3 TMS Implementation Status 69
6.1 System testing of TMS 74
6.2 Test Description and Test data of Login Module 76
6.3 Test Description and Test data of Staff Registration Module 77
6.4 Test Description and Test data of Database Backup Module 77
6.5 Test Description and Test data of Tender Registrar Module 78
6.6 Test Description and Test data of Tender Registration Module 79
6.7 Test Description and Test data of Tender Approval Module 80
6.8 Test Description and Test data of Tender Bidding Module 80
6.9 Test Description and Test data of Tender Bidder Selection Module 81
6.10 Test Description and Test data of Login Module 83
6.11 Test Description and Test data of Staff Registration Module 83
6.12 Test Description and Test data of Database Backup Module 83
6.13 Test Description and Test data of Database Backup Module 84
6.14 Test Description and Test data of Profile Update Module 84
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h.1 ~ Test I>escription and Test data of Tender Registration Module 85
6.16 Test Description and Test data of Tender Approval Module 85
h.17 Test Description and Test data of Tender Bidding Module 85
6.18 Test Description and Test data of Tender Bidder Selection Module 86
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CHAPTER I
INTRODUCTION
1.1 Project Background
Tender bidding is a process by which one can seek prices and terms for a particular
project such as a construction job, to be carried out under a contract. The sealed offers
themselves, including company information, a project outline, and a price quote, are
known as tenders or bids.
Jabatan Kerja Raya Besut (after this known as JKR Besut) is responsible to be as
a medium to produce project tender inside the Besut district level. Not only they produce
tender but they also maintain and monitor the tender progress.
In this project, the tender online management system, using web-based application, is
used to help JKR Besut organization to be a medium of interaction between contractors
and JKR Besut, related to the tender issue. This is a very good communication method as
internet and web application has become a familiar tool for professional work in
management. Therefore. the tender bidding process can be managed more efficient using
this technology to replace the traditional process in term of management.
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1.2 Problem Statement
·I 'hcrc are a few problems identified in the current traditional tender management system
IIpplied by JKR Besut organization. The problems are listed as follows:
1.2.1 Lack of proper information management
Contractors have to come to JKR department to seek the information of the tender
available as the tenders information is put on the notice board. The information also can
he sought online, but for tender for the Class F, where project are available to work on
inside Besut district level is hard to find via online. There is also information such as
news related to the contractors in Class F group from top government which is hard to
seek.
1.2.2 Traditional record keeping and paper-based application
Most of documentation related about tenders and contractors are being made and
applied using paper based (including printing version) and archived using files and
folders for record keeping. This traditional method are very much looks as want-to-be
replaced for a long term management goal as JKR Besut want to apply information
system technology to record the tenders and contractors information for future references
and used Furthermore, paper-based application methods disallow the information from
being updated and managed easily.
1.2.3 Tender bidding process
Tender bidding process require a lot of process and decision which require a
professional logical judgment and management. The process require a lot of processing
time and· a lot of protocol, such as form filling process, contractor information and
experience and technical review before the bidding process is going to be finalized.
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1 .. 1 Goal Statement and Objective
t.3.1 Goal
The goal of study is to develop an online web-based application system called
Tender Management System (TMS for JKR Besut to help them to enhance their
Ilumagement productivity for tender and contractor via website browser.
1.3.2 Objective
The objective of the Tender Management System is listed as below.
1.3.2.1 To create a good infonnation system
The usage of this system will be ensuring that every user levels provided with
comprehensive information, depending on the user access level. Every user level will
support the system by giving related information and responsive. The information also
can be accessed via online using on any web browser platform.
) .3.2.2 Computerized record management
With the usage of this system, unnecessary usage of paper resource can be
reduced. All the information can be stored on centralized database. Every user level can
gain and access the information through the system. By computerizing record
management, JKR Besut organization can also enhance their management in record
keeping, where data can be reused for the future review.
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1.3.2.3 Decision Support System for tender bidding process
With the help of this system, JKR Besut management will be able to decide the
hest bidder for the related tender. The system makes a rational decision by gathering
related information, such as contractor experience, number of project handled, to be
review before making a decision to decide the best bidder.
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1.4 Scope
Scope describes the limitation or boundaries for Tender Management System. The
scope of the study for Tender Management System consists of data, functionality and
turget users.
1.4.1 Data
There are various types of data in this system which can be separate by user level.
Contractors will provide their information data related to their business. JKR Besut
management will provide information related to tenders for contractors. They also will
support information to update contractors profile in the contractor's testimonial of their
recent project works on the tender. There are some data are visible and some are not for
secure and privacy purpose.
1.4.2 Functionality
1.4.2.1 User friendly
The website content will be build with simply-looks but in corporate manner.
Bahasa Malaysia will be mainly use as it will help user from any level to understand the
system concept. By building this system using website application, it also will help user
to access the website anywhere via Internet connection.
1.4.2.2 Security
The website will be built with security with access level to hide private data and
to make the system being confidential and secure to use.
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1.43 Target User
The target user for this system can be divided on three categories. The first group
is JKR Besut organization, consisting administrator, engineers, and related staff. They
muinly provide information to the contractor and support the system with logical use.
The second group would be contractors as they will provide their information to
the system and also retrieve information related to the tender from the system.
The third group is tender submitter, from government or non government sectors
inside Besut district region where they will submit their tender request to the system.
1.S Project Significance
'lbe main reason of developing this Tender Management system is to provide
enhancement in tender management with association of JKR Besut and Class F
contractors group.
Tender Management System is designed to be able to record tenders and contractors
related information. This system also is able to process tender flow, starting from tender
request, tender bidding, selecting best bidder, and record the progress of the tender.
Convenient of using and access is also require as it will help user to works
remotely as long as they connected to Internet environment. The design also must be easy
to understand as it will help the users to quickly adapt to the system for the future use.
1.6 Expected Output
The expected output is the Tender Management System will be able to use and work
according as what as it requested to. The system also will be able to work on any web
hrowsers platfonn and can be accessed anywhere via Internet. The system also will be
secured as it will protect the confidential and privacy of data effectively.
t.7 Conclusion
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As a conclusion, Tender Management System will be provide a new perspective
on tender management inside JKR Besut management and also for the contractors. The
incorporation of web based application will makes it much more convenient and easy to
use almost everywhere via Internet connection. Therefore, Tender Management System
will enhance of JKR Besut management working and improves their communication to
contractors.
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CHAPTER 2
LITERATURE REVIEW AND PROJECT METHODOLOGY
2.1 Introduction
This chapter discusses on the literature review conducted and the methodology
used to develop Tender Management System. It discusses on what is literature review and
their importance in creating Tender Management System. It also includes relevant facts
and findings, project requirements and also the project schedule and milestones. Apart
from that, a review is also conducted on existing tender management systems in the
market.
A literature review is a body of text that aims to review the critical points of
current knowledge on a particular topic. It is important process in the system
development which encompasses research and analysis on previous system, techniques
used and study on the project domain. The purpose of literature review is to fmd, read
and analyze the body of literature published on tendering and bidding system or any
works or studies related to Tender Management System. Besides that, it also discusses on
the PHP and DSS which is a vital part in constructing Tender Management System.